MAKING THE JOB OFFER

- serves as a formal agreement between the employer and the candidate and ensures that the open
position is filled in a timely manner.

- the purpose of this step is to extend an offer of employment to the chosen candidate and to finalize
the hiring process.

- this is the final step of recruitment and selection process in which everything about the job description,
its terms and policies are explained to the chosen candidate.

- the typical job offer process involves multiple rounds of interviews and multiple candidates that's why
job offers take so long. Job offers take so long because hiring decisions are crucial for a company and the
wrong decision is costly.

- once a candidate is selected, the employer still needs to conduct background checks, decide on a
salary, issue a formal written offer, and set a start date.

- employees usually have to serve a notice period before switching jobs. So, there is a time-gap of one
month or so after a candidate accepts the Offer Letter till the time he joins the organization. During this
time-gap, the role of a recruiter is important because the candidate may or may not join, even after
accepting the offer letter.

The following points should be kept in mind while making a job offer:

Do Not Delay − Issue an offer letter as soon as a candidate is selected, especially if the resources are
limited.

Put the job offer on the table − While issuing an offer letter, do not wait for the right time. Contact the
selected candidate over phone and give him a verbal confirmation that he/she is selected to fill the
position vacant. The probable candidate may accept the offer or the candidate may consider another
offer from another company. During the confirmation of the job offer through phone call or mail, it is
best to make the initial offer and discuss about the terms of the employment as well as an invitation to
come in to the companies location for a verbal discussion of the offer.

Set a deadline to accept the offer − Once the offer is issued to the candidate, set a reasonable deadline
to accept the offer. Take a confirmation from the candidate that he/she should join as per the date of
joining mentioned in the offer letter.

Stay connected − Even after the offer is accepted by the candidate, it is the responsibility of the hiring
manager to be in touch with the selected candidate, till he/she joins the organization.

The following steps are important after a candidate accepts the Job Offer −
Documentation process − This process includes collecting documents such as educational certificates, id
proof, address proof, previous company offer letter, relieving letters, etc. If a candidate responds
positively, then it is an indicator that he/she is actually interested in joining the organization.

Employment verification process − Collecting an employment verification document, which consists of

the details of the previous employers and their references. It provides information regarding the
behavior and attitude of the candidate.

Contacting the candidates − Be in contact with the candidate through calls or mails or messages, which
helps in building a relationship between the recruiter and a potential employee. It also helps in knowing
the status of the candidate joining the organization.

Resignation from current employment − As soon as an offer letter is issued to the candidate, make sure
that the candidate resigns his current job and shares a copy of the resignation document/mail. Later on,
do follow up with regards to the resignation acceptance document/mail from the current employer.

Following up for the joining date − Finally, keep following up with the candidate about the joining date,
because it will help in knowing the status of the candidate joining the organization as per the joining
date mentioned in the offer letter.

THE PROCESS

PREPARING the job offer

Before you present the job offer to the candidate, you need to communicate with the hiring manager to
align on the terms and conditions of the offer, such as the salary, benefits, start date, and
contingencies.

PRESENTING the job offer

When you present the job offer to the candidate, you should communicate with enthusiasm and
confidence, highlighting the value proposition of the role and the company.

A formal job offer should include the following:

Name of the employee

Title or designation of the job

The remuneration or salary offered

Employment commencement date

Roles and responsibilities of the job

Terms and conditions (contract/temporary/permanent) of the job

Compensations and benefit

Conditions during the probationary period

Additional condition, which includes legal, background verification etc.

NEGOTIATING the job offer

If the candidate negotiates the job offer, you should communicate with the hiring manager to evaluate
the counteroffer and decide whether to accept, reject, or make a counter-counteroffer. You should also
communicate with the candidate to understand their motivations, expectations, and priorities, and to
convey the hiring manager's feedback and rationale. You should aim to reach a win-win agreement that
satisfies both parties and reflects the market value of the role.

CLOSING the job offer

Once you and the candidate agree on the job offer terms, you should communicate with the hiring
manager to finalize the offer letter and get it signed by the authorized personnel. You should also
communicate with the candidate to confirm their acceptance of the offer, send them the offer letter,
and obtain their signature. You should congratulate the candidate and express your excitement for them
to join the team.

TRANSITIONING to onboarding

After the candidate accepts the job offer, you should communicate with the hiring manager to
coordinate the onboarding process and ensure a smooth transition. You should also communicate with
the candidate to provide them with the necessary information and resources for their first day, such as
the orientation schedule, the contact person, and the paperwork. You should check in with the
candidate periodically until their start date, and continue to support them during their onboarding
period.

HANDLING the job offer rejection

If the candidate rejects the job offer, you should communicate with the hiring manager to inform them
of the outcome and the reasons behind it. You should also communicate with the candidate to thank
them for their consideration, ask for their feedback, and maintain a positive relationship for future
opportunities.

TIPS IN PRESENTING THE JOB OFFER

1. Start Compensation Conversations Early

Prioritize important conversations early in the process. Build in time as part of the interview process to
directly speak to matters related to compensation, benefits and evaluation procedures.

Candidates should not be left guessing when the right moment is to inquire about these important
topics. Remove the awkwardness and make this a proactive conversation in the interview process.

2. Be Candid And Upfront

In today's economic and political climate, applicants want full transparency around compensation,
benefits, bonuses and promotion opportunities. Do not lose out on a great candidate due to secrecy
regarding a compensation range or total rewards package.
3. Build A Relationship During Hiring

In order to navigate the offer process, it is important to have built a strong relationship with the
candidate throughout the whole process by continually communicating with them, providing
information on the next steps and getting to know them as a real person. The trust you have built along
the way will allow for a more robust conversation around the offer, reaching a fair and positive
outcome.

4. Base The Salary On Knowledge And Skills

An important factor in presenting a compelling job offer is basing salary on the value of the candidate’s
knowledge, skills and experience to the company, not on their salary history.

5. Explain Additional Incentives And Perks

There are five main areas of evaluating an offer and money isn't always the most important one. These
areas include cash, short-term incentives, long-term incentives, benefits and perks and the actual job.

6. Highlight Culture And Growth Opportunities

Companies need to compete on culture and opportunities for innovation and career growth. The current
generation of top talent is looking for a holistic employee experience in their jobs.

7. Include Popular Benefits

Look for the latest data from job boards and HR firms to ensure you're offering a competitive package
that includes the benefits most sought-after by job seekers.

8. Consider Special Requests From The Candidate

Be creative and flexible when negotiating with a candidate so you can add or modify benefits based on
what’s most valued by the candidate. Also, getting to the “why” behind any special requests, such as
professional development, relocation and severance, helps craft the most competitive offer that shows
you are listening and value their priorities.